XERO Integration

Follow

Table of Contents

  1. Overview
  2. Data Flow Diagram
  3. FAQ
  4. Integration Deep Dive

 

1. Overview

M-Power Aspire provides an integration with XERO. This integration once configured allows Companies, Invoices, Credits and Supplier Bills to be 'exported' from M-Power Aspire to Xero. The integration also allows checking the value of an M-Power Invoice/Bill in Xero including any received payments.

 

2. Data Flow Diagram

mceclip3.png

3. FAQ

4. Integration Deep Dive

How does M-Power Access/Update Xero?

M-Power uses the Xero API to access your Xero data and Insert/Update/Request information. Each interaction with your Xero file is performed within the context of your Xero user account. With this in mind any M-Power users that are required to user Xero Integration features within M-Power require a valid Xero account. See the section on connecting your account to Xero for more details.

 

How do I configure M-Power to use the Xero Integration?

The initial integration is configured by M-Power Support for your M-Power Instance. Please contact us at support@mpowersoftware.zendesk.com and the integration will be provisioned for you.

 

How do I configure my M-Power user account to use the Xero Integration?

Before beginning, check that your company has had the M-Power Xero Integration configured. You can then connect you M-Power Account to Xero using the process below:

From the Tools menu [Directly to the right of the Export Button] select Xero Tools

mceclip10.png

Then in the dialog Click Check Authentication and if you account has not been configured, Connect to Xero.

mceclip11.png

This will redirect you to the Xero authentication portal where you can allow access for M-Power using your Xero account. Upon successful authentication you will be return to M-Power.

mceclip12.png

If for any reason your authentication token expires (if you did not use the integration for more than a month), you will be automatically prompted to go through this process again to re-authenticate.

 

What actions are supported in the M-Power Xero Integration?

The M-Power Xero Integration supports the following actions:

Export Company/Contact

M-Power Company to Xero Contact Mapping

Export Invoice

Export Credit

Export Supplier Bill

Request Invoice Total

Request Credit Total

Request Supplier Bill Total

Cache Contact, Item, Tax Code and Tracking Category Lists

 

M-Power Company to Xero Contact Mapping

Before you can export an Invoice, Credit or Bill to Xero you need to map the M-Power Company to the corresponding Contact in Xero. If the company does not yet exist, you can export the M-Power company and it will be created in Xero and linked to the M-Power company.  If the company exists in Xero but is not visible in the M-Power Xero Company list then you can 'Sync the Cache' to refresh M-Powers copy of the company list from Xero, see this section for more information.

You can tell if an M-Power Company is mapped to a Xero Contact in any Invoice, Credit or Bill be looking for the 'Xero Company' field in the Details section. If it has the text 'Not Selected' then it is not mapped.

To map an existing company, click on the Not Selected text and select the Contact from the drop-down list. This is a once only process for each M-Power company. From then on it will be linked and pre-selected.

Note that if you have the Lock Edits override set and the invoice has already been exported you will not be able to edit this field.

 

How do I Export a Customer/Supplier to Xero?

From the Tools menu at the top of any Invoice, Credit or Bill select the Export Company to Xero option.

mceclip4.png

 

How do I Export an Invoice to Xero?

First, ensure that the 'Xero Company' field is filled, if it has the text 'Not Selected' see this section on how to select or export a company to Xero.

Also, check that each of the Invoice Lines has both a Xero Item and Tax Code selected and optionally a Tracking Category if you are using them.

Finally, click the Export Invoice button to export the invoice:

mceclip6.png

 

How do I Export a Credit to Xero?

First, ensure that the 'Xero Company' field is filled, if it has the text 'Not Selected' see this section on how to select or export a company to Xero.

Also, check that each of the Credit Lines has both a Xero Item and Tax Code selected and optionally a Tracking Category if you are using them.

Finally, click the Export Credit button to export the invoice:

mceclip17.png

 

How do I Export a Supplier Bill to Xero?

First, ensure that the 'Xero Company' field is filled, if it has the text 'Not Selected' see this section on how to select or export a company to Xero.

Also, check that each of the BillLines has both a Xero Item and Tax Code selected and optionally a Tracking Category if you are using them.

Finally, click the Export Invoice button to export the invoice:

mceclip18.png

 

How do I Check the Total of an Invoice, Credit or Bill in Xero?

You can tell that an Invoice or Bill has been exported by looking that the 'Export' button. Once exported this button changes to display the Export Date in place of the 'Export Invoice/Bill' text. Clicking on this button will trigger M-Power Aspire to request the current Total from Xero.

From any Invoice, Credit or Bill you can use the 'Exported Button' to check the total.

mceclip7.png

You can also check the invoice total in Xero for the corresponding Invoice Number even if it was not exported from M-Power. In this case, click the Tools button and select Xero Total for this Invoice.

mceclip8.png

 

Can I re-send an Invoice/Bill to Xero?

Xero will only allow an invoice or bill to be exported once. If you want to change the data in Xero for an Invoice or Bill you can either do this manually or delete the Invoice/Bill from Xero and re-export it from M-Power.

In the event that delete an invoice from Xero, M-Power will still show the Exported Date etc. so you will need to use the Clear Exported Status menu option to reset the status for the Invoice, Credit or Bill.

mceclip9.png

 

What Data is Exported to Xero for a Customer/Supplier?

When you export a Company from M-Power to Xero the following fields are transferred:

  • Company Name
  • Contact First Name and Last Name
  • ABN

If and Accounts Address is selected, the following Address fields are also exported:

  • Address Lines 1 & 2
  • Suburb
  • State
  • Postcode

 

How are M-Power Invoice/Bill Lines mapped to Xero Accounts?

M-Power Aspire uses Xero Items as the link between and Invoice/Bill Line and Xero Account. On each invoice/bill line a Xero Item must be selected. This is then included when the Invoice or Bill is 'exported' to Xero. See Configuring Xero Items for M-Power for more information.

Manually selecting Xero Items for each line can be tedious, the invoice lines can be automatically mapped in two ways:

1. M-Power Item <-> Xero Item

Using this scenario you can map M-Power Items to their corresponding Xero Items. Once this mapping is in place, whenever a mapped M-Power Item is included in an invoice it will be automatically matched to its Xero Item and the Xero Item selected in that line in the invoice grid.

This method is best suited for when each invoice requires multiple lines each using different Xero Items.

1. Click the Tools Button

2. Select Link Items to Xero Items

mceclip13.png

1. Search for the M-Power Item if necessary

2. M-Power Item

3. Select the corresponding Xero Item

mceclip15.png

 

2. M-Power Product <-> Xero Item

Using this scenario you can map M-Power Products to Xero Items. Once this mapping is in place all lines on the invoice will be automatically linked to the Xero Item mapped to the M-Power Product assigned to the source Job.

This method is the most streamlined but requires that all lines on the invoice use the same Xero Item.

1. Click the Tolls Button

2. Select Link Products to Xero Items

mceclip14.png

1. Search for the M-Power Product if required

2. M-Power Product

3. Select the corresponding Xero Item

mceclip16.png

 

Can I use Xero Tracking Categories?

Yes, as part of the Cache process a copy of your Tracking Categories is maintained. Each line within an invoice can have a Tracking Category selected and this is included when the invoice is 'exported' to Xero.

 

What options are available with regards to controlling the invoicing workflow/defaults?

The M-Power Xero Integration currently supports the following workflow overrides. These overrides are global to your M-Power instance. By default no constraints are applied to the invoicing workflow. Please contact us at support@mpowersoftware.zendesk.com to request these options are applied to your instance.

  • Setting Default Status (default is Draft) to Submitted
  • Prevent Emailing Invoice until Exported to Xero
  • Prevent Editing Invoice once Exported to Xero
  • Requesting the Xero payment URL and Including on Invoices and Invoice Emails (note requires default status to be set to Submitted)
  • The Xero Tax Code can be pre-selected (this is a global setting)

Configuring Xero Items for M-Power

To create Items within Xero that can be linked in M-Power Aspire first log into your Xero account.

  1. Select the Business Menu
  2. Select Products and services
  3. Click + New Item

mceclip3.png

Then configure your new Item

  1. Enter and Item Code and Name
  2. If this item is Purchased then tick the 'I purchase this item' checkbox and select the relevant Purchases Account
  3. If this item is Sold the tick the 'I sell this item' checkbox and select the relevant Sales Account
  4. Click Save

You can then follow the instructions below to Refresh the M-Power Xero Cache

mceclip4.png

 

M-Power - Xero Variance Report

The variance reports (for supplier bills and customer invoices/credits) provide a means to verify that information has been 'sent' to Xero and it matches. They are the software component of the recommended business process checkpoints to ensure that nothing is missed in the process of invoicing or purchasing.

Clicking this menu item opens a Variance Dialog allowing the user to set data parameters and run the variance report. Once complete the dialog will display the items and their status as matching, or not.

The user can click on the Invoice or Bill number to view this in more detail in a new tab and if necessary export the Invoice or Bill.

This report is designed to highlight two main conditions:

1. Where an invoice/credit/bill has been created but not exported to Xero

2. Where an invoice/credit/bill is changed after exporting to Xero

mceclip1.png

 

What is the Cache?

M-Power Aspire keeps a copy of the Contacts, Items, Tax Codes, and Tracking Categories locally (Cache) so that it can display them in forms, etc. without requesting the information from Xero every time. This dramatically improves performance but requires that this information is Re-Synced when any of these elements are changed within Xero itself. 

 

Refresh the Xero Cache

Clicking this menu item will show the Cache Menu. Here the user can select if specific elements should be Re-Cached or everything. If you have large Contact lists in Xero the Full Cache can take a few minutes to complete.

mceclip2.png

 

 

 



Have more questions? Submit a request
Powered by Zendesk